ESR / Deanery Interface Workshop – South Central

1. ESR / Deanery Interface Workshop – South Central 22nd October 2009 Oxford Deanery

2. ESR/Deanery Interface Workshop • Victoria Crowther, Project Lead, ESR National Initiatives • Dawn Day, Information Manager, NESC • Katie Farrell, ESR Account Manager, SC • James White, ESR Account Manager Lead, SC • Anne Hanby, ESR Account Manager, SW

3. Agenda 10:15am Registration & Coffee 10:30am Introductions James White 10:40am ESR and Interface Functionality Katie Farrell 11:00am Intrepid Functionality Dawn Day 11:20am Pilot Feedback Gary Whiting, NOC 11:30am Questions & Answers All 11:40am Group work All 12:00pm Summary and Close James White 12:15pm Lunch

4. Katie Farrell The ESR and Deanery Interfaces

5. Objectives • Overview of the ESR Processes which support the interface functionality: • Position Setup • Recruitment Activity Setup • Applicant Hire • Opportunity to ask questions

6. Deanery Interface - Recruitment • Design Specified and Agreed by Deanery Working Party • Implementation Requirements must be fulfilled • Both the Deanery and the Trust must be signed up to the process!

7. ESR 1. Training Post set up as an ESR Position including DPN 2. Vacancy and Recruitment Activity created 4. Preferred Candidate file received in ESR. Empower/Intrepid 3. Vacancy Reference applied to record of preferred Candidate within the Deanery system Process Runs Daily Deanery Interface - Recruitment Process overview

8. Deanery Interface - Recruitment Benefits: • Transfers Applicant Data directly into ESR – supporting OH Clearance! • Reduces Duplicate Data Entry • Ensures Data Consistency • Improved Working Relations

9. Implementation Requirements • Setup Deanery Training Post as an ESR Position • The NHS Trusts must use the Recruitment Module in ESR • The Deanery must use be Ready

10. Position Setup Steps

11. Position Setup Steps

12. Recruitment Steps • Create Requisition & Vacancy • Attach Vacancy to Recruitment Activity • Applicant Processing In Deanery System • Applicant Arrives in ESR

13. Create Requisition and Vacancy

14. ‘Remember to save the record.’ Create Requisition and Vacancy Requisition 1. Requisition Name 2. Vacancy Name Remaining Position Info is populated Vacancy 3. Position Name

15. Create Recruitment Activity

16. Select the appropriate Deanery Activity Recruitment Activity Name Deanery Body Select ‘Recruiting For’ Button

17. ‘Remember to save the record.’ Select the correct vacancy

18. Applicant Record Interface Process Recruitment Activity ESR Electronic Staff Record Intrepid HICOM

19. Applicant File Arrives

20. Applicant File Arrives in ESR and is processed to be displayed as Applicant Assignment All position details will be accurate!

21. Completing Pre Employment Checks Employment Checklist Recording Reference Requests

22. ‘Remember to save the record.’ Updating the applicant’s status… Update Status

25. Deanery Interface - Update • Design Specified and Agreed by Deanery Working Party • Implementation Requirement: • All Posts have a Deanery Post Number allocated against them • Deanery and Trust need to be engaged!

26. Process Runs Weekly Person Data Qualification Data ESR Deanery Systems Registration Data Position Data DeaneryUpdate Process overview

27. Deanery - Update Benefits: • Provides Weekly Updates • Reduces Duplicate Data Entry • Ensures Data Consistency

29. Intrepid Functionality Dawn Day

30. Pilot Feedback – Nuffield Orthopaedic Centre Gary Whiting, HR Advisor Medical Staffing

31. Pilot Feedback – Royal Berkshire NHS Foundation Trust Katie Farrell on behalf of Ian Brickell,HR Workforce Information Administrator

32. RBH – ESR/Deanery Interface Usage Notes August 2009 Limited to hiring of new staff (not Update Interface) • Before starting read and digest the excellent “Guide to Deanery Interface (Recruitment and Update)” by ESR’s Victoria Crowther and also be familiar with / understand use of the ESR “Recruitment module”. • Experiment in TPLY “test database” • Much of our time was taken in getting the ESR Positions right due to :- (a) the interface requires 1 employee per position i.e 1to1, no “bucket positions” • (b) Our Position names were not very descriptive/ tidy • (c) We wanted to be able to identify these “Deanery” Positions in ESR as easily as possible

33. RBH – ESR/Deanery Interface Usage Notes To do this we :- • Identified all Positions already used for “Deanery appointments”, renamed with “(DP)” at the end of Position name. Whilst this shows on the payslip, it does make it easier to identify them. • Used the ESR “Position copy” facility to create new positions for all the new intake by copying already renamed “(DP)” positions. AFTER copying we then entered the Deanery Post numbers into the positions. NOTE: Position copy works well but we wanted to copy the Positions “Extra Information”, “Valid Grades” and “Work Choices” items then we had to click on the “Other Info” button AND CLICK ON OK EVEN THOUGH ALL BOXES ARE ALREADY TICKED!

34. RBH – ESR/Deanery Interface Usage Notes Naming conventions Position name :- Medical Foundation year 1 (DP) Requisition:- 193-MedStaff-DP-F1-RespMed (i.e 1 Requisition for each type of vacancy – in this example F1’s in Respiratory Medicine) Vacancies under the requisition :- 193-DP-004-FP1-001 (One vacancy per applicant. The key part of the Deanery Post number was used) Activity :- 193-MedStaff-DP-F1.1 (In this example we were sending to the Deanery all the F1’s in all Vacancies we had set up – i.e we attached all the F1 vacancies to the one Activity. In each case we put in “MedStaff” to differentiate from the separate non Medic Recruitment team work at RBH.

35. RBH – ESR/Deanery Interface Usage Notes …continued • For Requisition and Vacancy the “Date from”is key. We ensured it was before the start of any recruitment work. Similarly the “Vacancy Status” must be set to “Open”. For all these items date track to a date before the start of any recruitment work. • Activity “StartDate” was key. We set it to be on or no more than one day after the Vacancy “Date From” date. • We had to be patient as files are sent from the NHS hub to the Deaneries overnight once per day.

36. Ian Brickell Royal Berkshire NHS Foundation Trust t: 0118 322 7339 e: ian.brickell@royalberkshire.nhs.uk

38. Group Work

39. Summary & Close James White – ESR Account Manager Lead, South Central